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HomeMy WebLinkAboutGolf Board - Minutes - 09/18/1996CITY OF FORT COLLINS CULTURAL, LIBRARY, AND RECREATIONAL SERVICES GOLF BOARD CITY COUNCIL LIAISON TO THE BOARD: Councilman Bob McCluskey, Jr. BOARD CHAIRPERSON: Mindy Markley at 224-9102 (w) or 226-2700 (h) STAFF SUPPORT TO THE BOARD: Jerry P. Brown, Manager of Golf and Alyce Nierman, Golf Division Administrative Aide. MINUTES: Regular Meeting of September 18, 1996. The meeting was called to order at 7:30 p.m. by Chairperson Henry Fry. AGENDA REVIEW: No changes to the printed agenda. ITEMS OF NOTE: Board Member David Shands will not be in attendance tonight as he is out of town ... Henry Fry brought to the attention of the Board that recently two successful tournaments were held by Colorado State University. The women played at SouthRidge and the men at Collindale. k ' ' ;�iiil;si unu It was moved by Tom White and seconded by Byrd Curtis that the Golf Board approve the minutes of the regular meeting held on August 21, 1996, as submitted. The motion was approved (7:0). CITIZEN PARTICIPATION: There was no citizen participation at this time. A. Proposed 1997 and 1998 Golf Fees and Charges Jerry P. Brown briefly reviewed the proposed fee changes; noting that junior rates and twilight rates are remaining the same and punch card fees have been raised in relation to the increase in daily green fee rates. It was also noted that the SouthRidge per play fees are going up as those fees are based on the daily green fee rates. The Board felt that this topic had been discussed extensively, in addition to receiving citizen input during the previous two Golf Board meetings and there was no need to go into further detail at this time. B. Board Recommendation on Proposed 1997 Golf Fees and Charges Jerry clarified for the Board that the vote tonight will be only for recommended adoption of the Golf Board Minutes September 18, 1996 Page 2 1997 Golf Fees and Charges. It was moved by Mike Sanders, and seconded by Tom White, that the Golf Board recommend that the proposed 1997 Golf Fees and Charges be approved as presented. The motion was unanimously approved (7:0). Staff previously sent the Golf Board a draft copy of the Request for Proposal (RFP) package. Jerry said this packet will be sent out to previous applicants, people responding to advertisements in papers, or any person who has expressed an interest. In addition, we will notify both the State Mews and Women's Golf Associations of our RFP on the Collindale Golf Professional contract. We could get quite a few applicants. Included in the RFP package will be play statistics, a copy of the scorecard, a brochure on our slow play policy, and a copy of the draft agreement. If the Board wishes, all eight questions can be fully rewritten. It was then suggested that the Golf Board concentrate on the RFP document and Henry Fry started the discussion by asking if Board members had any questions on page 1 and then working through the document one page at a time. Tom DeGrand asked how many of the top candidates are invited for interviews? Jerry stated that the standard is inviting the top three candidates for interviews. However, if the rankings were very close it could be decided to interview more than three. Mike Sanders asked about the golf club repair shop and if that was bid separately? Jerry reported that the club repair is considered part of the golf professional contract. Mike also asked about the lockers at Collindale? Jerry informed him that the City is getting out of the locker storage business and this service will be left up to the golf pro. The existing lockers are currently owned by the City. Jerry added that he will try to clarify this issue in the RFP and adding that the pro would have the ability to bring in lockers. Frank Blanco asked about the situation of driving range revenue? Jerry replied that currently the City is getting a percentage amount. However, this was presented as part of the bid package during the last RFP process. The driving range revenue percentage can change depending on the offers made by the bidding golf pros. Mike questioned which appellation would be used: course ranger, marshal, or course monitor? After discussion, it was felt this position should be called course monitor (marshal/ranger). A question was raised on the maintenance responsibilities of the clubhouse and Jerry responded that the pro shop is the responsibility of the golf pro, however the City would take care of basic maintenance. Mindy Markley then asked about carpeting and who would be responsible for this area and possible replacement? Jerry stated that the City would probably become involved with this if it became an issue. Tom DeGrand asked about the janitorial responsibilities and Jerry noted that the snack bar concessionaire takes care of the restrooms. Henry speculated on whether the janitorial duties should be spelled out in the RFP? Jerry stated that if the snack bar concession changes, we may have to take clubhouse and/or restroom maintenance back under the City's jurisdiction. is Golf Board Minutes September 18, 1996 Page 3 Tom DeGrand noted that in the first paragraph on rangering it mentioned the hours, and he does not feel the hours should be limited for any of the proposals. Mike then suggested that the new RFP use language that will help facilitate the slow play policy. Frank speculated on whether a specific dollar amount should be stated. During the discussion, it was felt that by stating a certain amount, the creativity in putting together a complete package would be taken away from prospective golf professionals. Jim Greer asked if expected hours of operation of the pro shop and when the golf pro would be expected to be present at the course, would be included in the RFP? Mike observed that if course monitors are out there to facilitate the pace of play, and things are running smoothly, he doesn't see a need for setting requirements for the golf pro to be present on the course. Tom White stated that he believes that we should not be looking just for numbers, but looking for solutions and results from the RFP. Jerry added that we are also looking for originality in the proposals. Henry suggested that we should at least make bidders aware of our policy. Mike added that we can review their proposals to see how they plan to use facilities and resources to meet our needs and policies. Jerry stated that before packets are mailed out we will be plugging in the amount of gross revenue that could be expected. Mike Sanders suggested that the word gross be emphasized. Frank asked about Item #1 and if a decision has been made regarding members of the review committee? Jerry stated that the representative from the Purchasing Division of the City would be Jim O'Neill. Jerry added that he has appointed Randy Bonneville as the staff representative on this committee. The two citizen representatives will be Lisa Browne from the Collindale Women's Golf Association and Bob Collins from the Collindale Men's Golf Association. Jerry further noted that if a Board member feels an appointment to this committee is not acceptable, they should notify Jim O'Neill, stating their concerns. In reference to proposal requirements, Henry questioned Item B and a person making two proposals. Jerry stated that the City of Fort Collins Purchasing Code does not allow an individual to submit two proposals for the same RFP. However, if there is an established separate company, a bid can be submitted from both the company and the professional. Henry noted that only one page, one side, per question is allowed for response to the P.FP questions. In referring to Item #3, Mike suggested that the golf professional be required to have Class "A" status at time the contract is awarded and this classification must be maintained throughout the length of the contract. However, if for a valid reason the pro classification slipped to Class F status during the term of the contract, they would have a reasonable period of time to rectify the situation. Byrd Curtis asked who determines what is tangible proof of a bidders financial ability? Jerry stated this is determined by the committee by reviewing letters from bankers, letters from suppliers, etc. Hopefully this contract will have a start date of January 1, 1997. Jerry said that the insurance requirements stated in the RFP are mandated by the City. The requirements can be exceeded if the bidder wants, but they are not required to have more insurance than what is stated in this RFP. Frank asked about the building rental fees and how this is handled between the pro and the City? Jerry stated that he discourages this practice as most groups want to have the clubhouse closed during Golf Board Minutes September 18, 1996 Page 4 their meeting. However, we will allow these meetings if the golf professional staffs the event. Tom White asked for a clarification on the regulation stating there will be no sales of tobacco products. Jerry stated that when the public voted on this topic years ago we took away these sales, but still allowed smoking in the clubhouses for some time. The next step was the Golf Board setting aside specified smoking areas, and eventually eliminating smoking in the clubhouses altogether. Frank asked if we should state the minimum number of hours the pro is required to be at the pro shop? Jerry responded that if a minimum number of hours is established, it could be construed that those are the only hours they are expected to be at the pro shop. Jerry further stated that the more detail that is set in the RFP, the less independent we make the pro as a private contractor. Mike added that the proposal is always made as an addendum to the contract and whatever they state in their proposal becomes part and parcel of the full contract. Jerry stated that the proposal questionnaire format was developed by the Golf Board last year, and it worked so well that he did not see a need for a lot of changes. However, question #8 was changed as it was developed for a unique situation at City Park Nine. As Mike has done a lot of research on this process, Mindy asked if he had any suggestions or changes for this year? Mike responded that everyone did a good job answering the printed questions, and the questions worked very well in the selections process. However, he felt that the area not addressed was the oral interview portion. That process is a little cumbersome as the total weight of the questions was 100 points and not all three applicants were asked the same questions. In answering a question, something may be mentioned by the bidder which lead to further questioning in that area. Mike feels a recommendation should be made to Tim O'Neill that the oral interviews are a necessary part of the selection, but the committee needs to consider the answers en masse. Jerry suggested that he and Mike Sanders meet with Jim O'Neill to discuss this idea. Frank has been a member of interview boards where the same questions were asked of each applicant, and people basically still went with their instinctive feelings on the person. Mike noted that each interviewer has a "hot button" and may give higher ratings to answers that agree with their beliefs. However, Mike added that he agrees with Frank's comments that it is easier to state an overall view of the individual rather than plug a ranking into each question. Byrd Curtis asked Mike to give his impression on the previous interview process. Mike stated that he definitely likes the written questions. Mindy added that Opal Dick from the Purchasing Division told the interviewers during the Collindale Snack Bar process to make sure you have the number ranking for the questions, but you still have to go with your gut feeling. Henry stated'his belief that question #4 requires too much information for a one page response. It was the Golf Board's opinion that the bidder could use page 9 to expound on that question rather than start making exceptions to the one page rule. In addition, after discussion the Board decided that question 7 should have a weight of 2 and the new question 8 should have a weight value of 1. Henry then moved the discussion on to the annual payment schedule. Jerry stated that on this page an attachment can be made to offer further explanation. In discussing attachments, it was felt that bid packets received can include a resume of the golf professional, but not the resumes of potential employees of the golf pro. E Golf Board Minutes September 18, 1996 Page 5 A motion was made by Byrd Curtis, and Tom White seconded, that the Golf Board accept the Request for Proposal package as amended this evening. The motion was unanimously approved (7:0). Henry noted that we are now discussing the appointment of two Golf Board members as representatives on the selection review committee. Tom DeGrand and Mike Sanders have both expressed a willingness and interest in serving on this committee. Frank asked if there were any other Board members who have not participated on a review committee? It was noted that Tom DeGrand and Byrd Curtis have yet to participate on a selection committee. Mindy stated that she would like to make sure Mike Sanders is on the Collindale Review Committee as he would bring with him experience from serving on the selection committee for City Park Nine. It was further noted that Mike has done extensive research on this and has solicited input and new ideas to bring to this process. Mindy believes his strengths would be a benefit to this selection process. Mindy added that Tom DeGrand has been on the Golf Board for quite a long time and she feels very comfortable with his appointment to this committee. Mindy asked Byrd if he would consider serving on the SouthRidge Snack Bar committee with Tom White? Byrd stated that he agrees with the idea of having one Board member with previous experience and one Board member who is new to the RFP selection process as this lends continuity. Therefore he would agree to being appointed as a Board representative to the SouthRidge Snack Bar Selection Review Committee. It was then suggested by Mindy that Byrd Curtis be appointed to serve on the SouthRidge Snack Bar Committee. Henry noted that, with unanimous Golf Board agreement, Tom DeGrand and Mike Sanders would be the two Golf Board representatives on the Review Committee for the Collindale Golf Professional RFP, and Byrd Curtis would serve as a Board representative on the SouthRidge Snack Bar Selection Review Committee, along with Tom White. The Golf Board was informed that there will only be five members on the SouthRidge Restaurant/Snack Bar RFP Committee. Jerry stated that he spoke with the president of the SouthRidge Men's Association, Fred Frantz, and he has agreed to serve as a citizen representative on the Selection Committee. There were no objections. • • C•iiRLSIM91206V•• ..� .. It was noted that the by-laws of the Golf Board state that election of officers will be held in September of each year. A. Chairperson Henry Fry stated that he has enjoyed being chairperson the last couple of years and appreciates Golf Board Minutes September 18, 1996 Page 6 all the help he has received. However, he would like to step aside and let someone else have some fun. At this point Henry nominated Mindy Markley for the position of Chairperson of the Golf Board, and Frank Blanco seconded the motion. Byrd Curtis moved that nominations cease and the Board accept this nomination by acclamation. Frank Blanco seconded the motion and the Board approved the motion (6-0-1). Mindy Markley abstained from the voting. Mindy expressed her thanks to Henry Fry for his service to the Golf Board. She stated that many times the golfing community and the Board were not in agreement, and due to Henry's dedication, support and passion for golf we were guided through these past couple of years. B. Vice Chairperson Mindy Markley moved that Mike Sanders be elected as the Vice Chairperson of the Golf Board. Tom DeGrand seconded the motion. Byrd Curtis moved that nominations cease and the Board accept this nomination by acclamation. Tom White seconded the motion and the Board approved the motion (6-0-1). Mike Sanders abstained from voting. C. Board Secretary For the office of Golf Board Secretary, Mike Sanders nominated David Shands and Henry Fry seconded the nomination. Byrd Curtis moved that nominations cease and the Board accept this nomination by acclamation. Frank Blanco seconded the motion and the Board unanimously approved the motion (7:0). • Jerry informed the Board that the final memo to City Council on the recommended capital improvements has been submitted. On September 24, there will be a Council study session where it is requested that one Board member be in attendance. It was suggested either Henry Fry or Mindy Markley represent the Board. The main purpose of this session is to have the Boards and Commissions present their ideas to City Council. All the Board members are invited to attend in person or they can watch the session at home. • Henry hoped that when notices are sent out next year for CSU tournaments it will be noted that the Fort Collins courses are spikeless. This did not occur this year and there was a lot of confusion. Joe Nance agreed and added that this was a case of first year confusion and could have eliminated some havoc when the players showed up with spikes for their practice rounds. • Mike Sanders reiterated Mindy's earlier statement that Henry Fry has done a super job representing the Board and all the golfers in the community. Jerry added his thanks stating that he has greatly appreciated Henry's accessibility and the fact that he went out of his way to help 11 Golf Board Minutes September 18, 1996 Page 7 in any situation. Frank Blanco asked where the per play fees are reflected in the budget documents? Jerry stated that these fees are included in the annual pass revenue. Randy Bonneville, SouthRidge Golf Superintendent, reported that installation of the concrete began today for the granite marker tee signs. This concrete work will be completed at SouthRidge by Thursday afternoon, then the crews will install the markers at Collindale. It is planned to have Collindale completed by Saturday. Jerry noted that if people are interested in advertising, they should get in touch with the course pro. The price of advertising varies depending on the hole and how many holes on which they wish to advertise. Jerry added that as part of the contract, the Golf Fund receives 10% of the annual advertising sales. Randy reported that the survey stakes were placed this week for the sewer line placement through SouthRidge. It appears that digging will not begin before late November so play won't be affected much during the winter. However play could be affected in the spring when we are trying to grow the sod replacement. Henry asked if the project was redirected. It was responded that Natural Resources and Storm Drainage will not allow Fossil Creek or the floodway be affected by this project so the original plan is being followed. A motion to adjourn the Golf Board meeting was made by Mike Sanders and seconded by Tom White. The motion was approved (7:0) and the Golf Board meeting adjourned at 9:15 p.m. Respectfully submitted, Alyce Nierman, Administrative Aide I Golf Division V-10INL4 • U IOUV 1' Henry Fry Jerry P. Brown Frank Blanco Randy Bonneville Byrd C. Curtis Dan Bruntz Tom DeGrand Derek Cordova Mindy Markley Jim Greer Mike Sanders Joe Nance Tom White Alyce Nierman GUESTS Gregory Fields Rob Dahl